IT OPS
Zoom Department License Chargeback Report
Builds a monthly per-department Zoom seat cost and utilization report from BigQuery and emails each manager their breakdown plus a list of their idle paid seats to review.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule starts the chargeback report
- ActionPull Zoom user, plan, and activity dataZoom
- ActionRoll up cost and utilization by department in BigQueryBigQuery
- LogicLoop departments and format per-manager breakdowns
- OutputEmail each manager their department report and idle seatsOutlook
What it does
This workflow turns raw Zoom usage into accountability. Monthly, it rolls up Licensed seat counts, cost, and utilization rate by department, then emails each department manager a tailored report showing what they're spending and which of their seats sit idle. The outcome: managers own their license costs and reclaim decisions happen at the source.
When to use it
Use it when Zoom spend is centrally billed but you want department leads to take responsibility for trimming unused seats. Ideal for finance-driven chargeback or showback programs.
How it works
- 1A monthly schedule starts the report build.
- 2The flow pulls current Zoom user, plan, and activity data.
- 3Data is joined in BigQuery against the department-to-manager mapping to compute per-department seat count, monthly cost, utilization rate, and idle-seat list.
- 4The workflow loops over departments, formatting a per-manager breakdown.
- 5Each manager receives an Outlook email with their department's costs and their specific idle seats flagged for review.
Set it up
What you configure once, before turning it on.
- 1Connect ZoomMeetings, recordings, transcripts.
- 2Connect BigQueryDatasets, queries, schemas.
- 3Connect OutlookMail, calendar, contacts.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.